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An ATA Carnet is designed exclusively for the temporary admission of goods that will return to the country of export in an unchanged state, such as machinery, exhibition stands, and technical equipment. Advertising materials, catalogues, leaflets, and giveaways are consumed or distributed during the event, meaning they cannot be listed on an ATA Carnet and require separate standard export and import customs clearances.
Why are promotional leaflets and catalogues excluded from an ATA Carnet?
The core principle governing an ATA Carnet (Admission Temporaire/Temporary Admission) is the legal guarantee that all items declared will be re-exported without alteration. Items like brochures, leaflets, promotional gifts, and single-use assembly supplies are permanently consumed or handed out to trade fair visitors. Consequently, they fail to meet the fundamental statutory requirement of re-exportation in identical condition.
Including consumable items on the ATA Carnet general list creates significant operational risk at border checks. If customs officers discover missing items upon return, the carnet cannot be properly discharged, leading to claims for import duties and taxes. Depending on local customs rules in the destination country, distributed promotional goods must be processed under standard export procedures.
How are tasting food and alcohol handled for exhibition stands?
Alcoholic beverages and food items intended for tasting at an exhibition booth are subject to specific health, sanitary, and fiscal regulations of the destination country. These items can never be included on an ATA Carnet under any circumstances. Attempting to declare consumable foodstuffs on temporary admission documents will lead to immediate rejection by border authorities.
For food and alcohol, separate import declarations or release for free circulation procedures must be executed. The exact requirements depend on the national legislation of the host country and local customs authority decisions. Exhibitors should always consult the official exhibitor manual for specific product requirements before dispatch.
Step-by-step customs preparation for trade fairs
- Classify the shipment items. Separate all goods into two distinct categories: reusable items returning home and consumable or distributed materials.
- Compile the ATA Carnet list. Include only exhibits, reusable stand structures, display hardware, and tools on the official carnet document.
- Prepare export declarations for consumables. Issue a standard commercial or pro-forma invoice for leaflets, giveaways, and samples outside the carnet framework.
- Segregate goods during packing. Pack advertising materials in separate boxes and label them clearly on the master loading list.
- Complete import clearance at destination. Present the promotional materials to the destination customs authority for simplified or standard import clearance.
- Discharge the ATA Carnet upon return. Present the returned exhibits to customs authorities after the fair to officially close the temporary admission process.
Definitions
- ATA Carnet (Admission Temporaire/Temporary Admission): An international customs document that permits duty-free and tax-free temporary export and import of non-perishable goods.
- Temporary Admission: A customs procedure allowing goods to enter a territory with relief from import duties, provided they are re-exported unchanged.
- Advertising Materials: Printed brochures, catalogues, leaflets, and promotional souvenirs intended for free distribution to event attendees.
- Import Clearance: The official customs procedure required to allow goods entry into a destination country under specific customs regimes.
Checklist for trade fair customs documentation
- Verify that no giveaway items or printed leaflets appear on the ATA Carnet general list.
- Draft a separate pro-forma invoice detailing the commercial value of all promotional items.
- Clearly label packages containing advertising materials to allow easy border inspection.
- Check whether destination simplified clearance thresholds apply to your promotional consignment.
- Exclude alcohol and food items from temporary admission and verify national health requirements.
- Review the event organiser's exhibitor manual for hall-specific delivery guidelines.
When does the separation between ATA Carnet and standard clearance not apply?
This strict rule on separating goods does not apply when transport takes place entirely within the customs territory of the European Union without crossing external borders with third countries. Furthermore, this requirement does not apply if an exhibitor chooses not to use an ATA Carnet and instead submits all items — including exhibits and stands — under standard permanent import clearance or national temporary admission frameworks. The exact procedure depends on the host country regulations and the final decision of the entry customs office.
The OTSL role
OTSL Sp. z o.o., based in Kielce with warehouse facilities in Milton Keynes, UK, organises transport and customs clearance between Poland, the UK, Switzerland, Norway, and Europe. OTSL separates both categories in documentation during the packing stage so that border inspections do not delay an entire vehicle over a single box of leaflets. Learn more about our services for ATA Carnet issuing and customs clearance organisation. You can also read our guides on ATA Carnet for trade fairs and ATA Carnet or temporary admission options.
